User Views

Use this page to:

• Add information to a user's security record for a specific table
• Copy User Views from one user's record to another
• Edit a user's existing view settings for a reference table
• Delete view settings for a table
• Print the Security View List

You can also view and update a user's access to the records in the Organization Chart, Account List, and Project List for the Fund Accounting and Budget Preparation Systems.

All application systems look up the User Views table based on an employee's login ID to determine if a user can access records in the reference tables and, if so, which records the user may view and select from each table.

To access and modify User Views, you must have DBA privileges defined in your User Record. Refer to Users for more information.

Typically, you update a view record to limit or change the view a user was automatically given when added to the system. However, this is only the case if you generally copy view records into a user's security record when adding new records in the Users table. If you do not copy views into a user's record through the Users table, you will need to add or copy view information with the User Views option. 

All users must have settings for all View Types. If a View Type is missing it can cause unexpected behavior including login issues. If no access is needed, leave the View Text field blank.

Menu Path

From the System Administration menu, select Administration. From the Security menu, select User Views.

Field Descriptions

View Type

Add View Information

Perform the following steps to add View Information for a reference table to a user's security record:

1. On the User Views page, click Add New.
2. Enter the User ID.
3. From the View Type drop-down menu, select the reference table associated with the view settings you are adding.
4. To give a user access to all records in the selected table, select Full Security. To restrict the user's access, proceed to the next step.
5. In the View Text field, enter an SQL statement to define user access to the selected reference table. Refer to Define a SQL Statement for more information.
6. Select the Continuous checkbox if you add other view records for this user.
7. Click OK to save.

If the Continuous checkbox is selected, the View Information section refreshes and allows you to add the next record. Repeat Steps 3-7. Otherwise, you return to the User Views page's list section.

Define a SQL Statement

Perform the following steps to define a SQL statement that determines the user's access to table records. You can update an existing user record or define a SQL statement when you add a new user.

1. On the User Views page, perform a search to identify existing user records that you need to update, or refer to Add View Information.
2. From the View Type drop-down menu, select the reference table associated with the view settings you are defining.
3. From the View Text field, click the View Text Criteria button to view the table you selected in the View Type dropdown. The page's fields depend on the table you selected in the View Type field:
   • Organization and Budget Organization both display the Key Organization and its Reporting Structure fields.
   • Account and Budget Account both display the Account field.
   • Project and Budget Project both display the Key Project and its Reporting Structure fields.
4. On the View Criteria page, enter criteria to define the records the user can access. For example, if you want to limit the user's Account List access to records from 400 to 450, in Account Code field, use the colon symbol to enter the range, 400:450.
5. Click OK to return to the User Views page. The system converts your criteria into an SQL statement displayed in the View Text field. Using the example provided, the resulting SQL statement will display as follows: acct between '400' and '450'.
6. To edit the SQL statement, enter text within the View Text field, then click OK. If you need to edit multiple records, click Continuous before you click OK.

Copy User View Information

Perform the following steps to copy a user's view information into another user's security record.

1. On the User Views page, click Copy Views.
2. In the page's From section, enter the application login ID of the user whose security records you want to copy, and then press Tab on your keyboard to access the To section.
   The From section will display the login ID of the user you searched for and the number of view records associated with the user's record.
3. In the To section, enter the application login ID of the user whose records you want to update. You can view the number of view records associated with the Users record.
4. If needed, select one or more checkboxes to copy additional user settings, for example User Dashboards.
5. Click OK. Duplicated records are overwritten with new records.
6. Click Yes to confirm. The system displays a message indicating the number of view records copied.

To copy views into another user's record, repeat steps 3 to 7. Otherwise, click Back to return to the User Views page.

Update User Views Record

You can only update the View Text field or select the Full Security checkbox to give the user full access.

1. On the User Views page, enter the application login ID of the user whose records you want to update, then click Search.
2. In the List section, select the record to update, and then click OK.
3. To give a user full access to all table records, select the Full Security checkbox. Otherwise, proceed to the next step.
4. Update the View Text field for the record you selected. Refer to Define a SQL Statement for more information.
   • If you use the View Text Criteria button, the View Criteria page displays without any selection criteria defined. The page does not default criteria corresponding to the SQL statement from the View Text field.
   • After you define the View Text field's SQL statement, you can use the View Preview item to see how the system will apply the view setting. This way, you can verify that the user has access to the correct records.
5. Select Continuous if you want to update additional User Views records after saving the current update. Otherwise, leave the checkbox blank.
6. Click OK.

If the Continuous checkbox is selected, the system provides the next listed record in the View Information section. Otherwise, you return to the User Views page's list section.

Delete User Views Record

1. On the User Views page, enter the application login ID of the user whose records you want to delete, then click Find.
2. In the List section, select the record to delete, then click Delete.
3. Click Yes to confirm.

Generate the Security View List

1. On the User View page, in the User ID and View Type fields, enter criteria identifying the records to include in the report.
   • To select multiple users in the User ID field, insert the pipe symbol between their IDs, for example, 123456|234567|345678. If you leave the View Type field blank in this case, you will see all User Views records for the three employees.
   • To include all User Views records in the report, leave both fields blank.
2. Click Search to list the records identified.
3. Click Print.
4. Indicate how you would like to generate the report, and click OK. The default file name is view.rpt.

Related Pages

Users